Board of Finance

The State Board of Finance is composed of the Governor, Secretary of State, Attorney General, State Auditor, State Treasurer, Commissioner of School and Public Lands, Commissioner of the Bureau of Administration and Commissioner of the Bureau of Finance and Management. The Secretary of State serves as the secretary. (SDCL 4-1)

Monthly meetings
The State Board of Finance meets on the third Tuesday of every month at 2:00 p.m. in the Governor's Small Conference Room, State Capitol Building, 500 East Capitol Avenue, Pierre, South Dakota. Individuals needing assistance, pursuant to the Americans with Disabilities Act, should contact the Secretary of State's office (605-773-3537) 48 hours before the meeting to make any necessary arrangements.

A listing of lodging establishments offering state-rate for state employees traveling on state business with a state identification card is available by contacting Deana Prater, SD Fleet and Travel Management, 605-773-3162. The latest updated list is available by clicking here.

State transfers and Professional recruitment
According to SDCL 3-9 and ARSD 5:01:07, new state employees and state employees required to transfer to a new location may receive a household moving allowance when that allowance is approved by their supervisor and the State Board of Finance.

Please note that all information on the form must be provided, including the authorization of the department or office head. Professional recruitment form must include a copy of the offer letter, which includes the position, start date and salary information. Once the form is complete and submitted to the Board of Finance, it will be placed on the monthly meeting agenda. The Board of Finance meets the third Tuesday of each month. To be placed on the current month's agenda, the form must be submitted to the Secretary of State's office no later than 5:00 pm CT eight days preceding the third Tuesday of each month. To be compliant with SDCL 1-25-1.3, no changes to the agenda will be accepted after the agenda has been posted.

The Household Moving Allowance Form is available for finance officers in the following format:

State hosting reimbursement
Pursuant to SDCL 3-9-2.1, the State Board of Finance may authorize reimbursement for the actual costs of lodging and meals when a state officer or employee , in the performance of his or her duties, is hosting a prospect for any business development, trade, or tourism promotional activity. On July 1, 2015, SDCL 3-9-2.1 was implemented, which includes guidelines for the state hosting reimbursement.

Procedure

Complete the attached form and submit to the State Board of Finance, c/o the Secretary of State's office. Please note that all information on the form must be provided, including the authorization of the department or office head. You will also note that receipts corresponding to the expenses being claimed must be submitted. Once the form is complete and submitted, along with required receipts, to the Board of Finance, it will be placed on the monthly meeting agenda. The Board of Finance meets the third Tuesday of each month. To be placed on the current month's agenda, the claims must be submitted to the Secretary of State's office no later than 5:00 pm CT eight days preceding the third Tuesday of each month. To be compliant with SDCL 1-25-1.3, no changes to the agenda will be accepted after the agenda has been posted.

Once placed on the Board of Finance meeting agenda, the claims will be presented and voted on by the membership for approval. Once approved/disapproved, the Secretary of State will return the form and documents (receipts) back to the agencies with notification of the Board's decision.

If approved, the agency must attach the Board of Finance form to the employee's travel voucher when submitting the expense to the State Auditor. The Board of Finance approval, along with other required documents (receipts) must be presented to qualify for reimbursement from the State Auditor.

For specific questions regarding this reimbursement, please contact the State Auditor's Office at 605/773-3341.

Home station per diem reimbursement
Pursuant to SDCL 3-9-2.2, the State Board of Finance may authorize reimbursement of per diem to any state officer or employee that conducts state business at an event that extends entirely through a meal time without interruption, regardless whether the officer or employee is away from his or her home station.

Procedure

Complete the form below and submit to the State Board of Finance, c/o the Secretary of State's office. Please note that all information on the form must be provided, including the authorization of the department or office head. Once the form is complete and submitted, along with required receipts, to the Board of Finance, it will be placed on the monthly meeting agenda. The Board of Finance meets the third Tuesday of each month. To be placed on the current month's agenda, the claims must be submitted to the Secretary of State's office no later than 5:00 pm CT eight days preceding the third Tuesday of each month. To be compliant with SDCL 1-25-1.3, no changes to the agenda will be accepted after the agenda has been posted.

Once placed on the Board of Finance meeting agenda, the claims will be presented and voted on by the membership for approval. Once approved/disapproved, the Secretary of State will return the documents back to the agencies with notification of the Board's decision.

If approved, the agency must attach the Board of Finance form to the employee's travel voucher when submitting the expense to the State Auditor. The Board of Finance approval must be presented to qualify for reimbursement from the State Auditor.

Appeal Process through the State Board of Finance

Agencies wishing to appeal a Board of Finance per diem allowance due to hardship must contact the Secretary of State's office prior to the Friday preceding the third Tuesday of each month to be placed on the meeting agenda. This request must be in writing and signed by the requesting agency's department or office head.

Once placed on the agenda, requests will be heard during the meeting and voted on by the membership. Agencies will be provided written confirmation of the Board's decision.

If the request is approved, agencies must attach the written confirmation they receive from the Board to the voucher when submitting the claim to the State Auditor for payment.

For specific questions regarding this reimbursement, please contact the State Auditor's Office at 605/773-3341.

State agencies write-off requests
The Board of Finance will not consider requests for write off of bad debts unless those debts have been referred to the Obligation Recovery Center (ORC), or the agency has provided sufficient documentation to explain why the debt should not be referred to the Center. Agencies submitting requests to write off debt shall complete the Board of Finance Debt Write-Off Request form and attach required documentation. If the Board of Finance determines that the provided documentation is not sufficient, the Board reserves the right to require the debt to be referred to the Center for collection.

After being reviewed by the Obligation Recovery Center, complete the form below and submit to the State Board of Finance, c/o the Secretary of State's office. Please note that all information on the form must be provided, including the authorization of the department or office head. If the write-off includes more than 25 requests, a summary listing all the requests, dates and amounts in an Excel spreadsheet must accompany documents. Once the form is complete and submitted to the Board of Finance, it will be placed on the monthly meeting agenda. The Board of Finance meets the third Tuesday of each month. To be placed on the current month's agenda, the claims must be submitted to the Secretary of State's office no later than 5:00 pm CT eight days preceding the third Tuesday of each month. To be compliant with SDCL 1-25-1.3, no changes to the agenda will be accepted after the agenda has been posted. Agencies will be provided written confirmation of the Board's decision.